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File #: 2022-0306   
Type: Contract Status: Passed
File created: 5/2/2022 In control: Board of Directors - Regular Board Meeting
On agenda: 6/23/2022 Final action: 6/23/2022
Title: AUTHORIZE the Chief Executive Officer to execute Modification No. 5 to Contract No. PS3825500 with Xerox Corporation to continue to provide the lease and maintenance of multi-function convenience copiers at various Metro locations, increasing the total not-to-exceed contract value by $454,045 from $4,132,773 to $4,586,818, and extend the period of performance from September 1, 2022, through February 28, 2023.
Sponsors: Operations, Safety, and Customer Experience Commit
Indexes: Contracts, General Overhead (Project), Maintenance, Procurement, Safety, Volume
Attachments: 1. Attachment A - Procurement Summary, 2. Attachment B - Contract Modification Change Order Log, 3. Attachment C - DEOD Summary
Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
JUNE 16, 2022


Subject
SUBJECT: CONVENIENCE COPYING SERVICES

Action
ACTION: APPROVE CONTRACT MODIFICATION

Heading
RECOMMENDATION

Title
AUTHORIZE the Chief Executive Officer to execute Modification No. 5 to Contract No. PS3825500 with Xerox Corporation to continue to provide the lease and maintenance of multi-function convenience copiers at various Metro locations, increasing the total not-to-exceed contract value by $454,045 from $4,132,773 to $4,586,818, and extend the period of performance from September 1, 2022, through February 28, 2023.

Issue
ISSUE

The existing contract with Xerox Corporation (Xerox) will expire on August 31, 2022. A contract extension will ensure service continuity, provide Metro staff sufficient time to award a new contract, and allow an adequate transition period to acquire and install new equipment at various Metro locations and remove the old equipment.

Background
BACKGROUND

In December 2015, Metro awarded Xerox a 5-year, firm-fixed unit price contract to lease and maintain a fleet of multi-function convenience copiers to enable staff at all Metro locations to copy, print, fax, and scan documents and reports.

During the Covid-19 pandemic, Metro management worked with Xerox to find ways to realize savings to reflect the significant reduction in volume due to employees teleworking. During this period, time-extensions were executed to continue with the agency's lease and maintenance of 228 copiers. This allowed Metro to identify the latest technology solution that efficiently manages printing and imaging services.

Discussion
DISCUSSION

Metro recently issued a competitive solicitation for these services. The solicitation includes an updated Scope of Services (SOS), developed in coordination with Metro's Information Technology Services Department (ITS), which incorporates telework printing requirements in line with Metro's new telework policy th...

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